CITY OF
NEWPORT BEACH
City Council Staff Report
June 23, 2026
Agenda Item No.13
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Dave Miner, Chief of Police - 949-644-3701, [email protected] PREPARED BY:
Thomas Encheff, Police Computer Systems Manager - 949-644-3649, [email protected] TITLE:
Renewal of Microsoft Software License Agreement
ABSTRACT:
The Newport Beach Police Department (NBPD) requests City Council approval of a renewal of the Software License Agreement (Agreement) for Microsoft software products through a third-party reseller, Dell Marketing L.P. (Dell). The Agreement has a three-year term with an annual cost of $76,596.40 and a total not-to-exceed cost of $229,789.20.
RECOMMENDATIONS:
Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and Approve a Software License Agreement with Dell Marketing L.P., a Delaware corporation, for a three-year term for Microsoft software products for a total not-to-exceed amount of $229,789.20 and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
Microsoft software is used by the NBPD for server infrastructure, database management, email and office productivity applications. The Agreement will enable the NBPD to maintain its current Microsoft technology infrastructure and allow access to all of the latest Microsoft products available. The Agreement is based on the Riverside County Microsoft Enterprise Master Agreement, which provides lower Microsoft pricing to municipalities through Dell. The City Council approved a similar agreement for the City of Newport Beach Information Technology Services Division at its April 28, 2026, meeting. The NBPD maintains a separate software/server infrastructure which requires a separate agreement for Microsoft products.
Renewal of Microsoft Software License Agreement.
June 23, 2026
FISCAL IMPACT:
The adopted budget includes sufficient funding for this software license agreement. It will be expensed to the Software License Renewal account in the Police Department, 0103522-87017.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Enterprise Agreement with Microsoft
Attachment B – Riverside County Microsoft Enterprise Master Agreement Attachment C – Quote from Dell Marketing L.P.